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Events and Workflows Integration

Automate registration confirmations, reminders, check-ins, and follow-ups with GHL Customer Care's Events and Workflows integration. Trigger workflows from event activity.

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On this page
  1. What is Events and Workflows Integration?
  2. Key Benefits
  3. Event-Based Workflow Triggers
  4. Using Event Data in Workflow Conditions
  5. Wait Relative to the Event Date
  6. How to Set Up Event-Based Workflows
  7. Common Event Automation Use Cases
  8. Frequently Asked Questions
  9. Related Articles
Event Automation

Events and Workflows Integration - Automate the Entire Event Journey

Trigger workflows from event registrations and check-ins, use event data in conditions, and time actions relative to the event date to automate every stage of the attendee lifecycle.
What You'll Learn

This article explains how to connect GHL Customer Care Events with Workflows to automate registration confirmations, pre-event reminders, check-in actions, and post-event follow-ups.

You'll learn how to use event-based triggers, event data in workflow conditions, and event-relative timing to build personalized attendee journeys.

1What is Events and Workflows Integration?

Events and Workflows Integration connects your GHL Customer Care Events with the Automation platform to trigger workflows based on attendee activity, use event details in conditional logic, and time workflow actions around the actual event date.

This integration extends event management beyond the registration experience into the entire attendee lifecycle — from the moment someone registers through pre-event engagement, check-in activity, and post-event follow-ups.

Event data becomes actionable across all workflow capabilities, allowing you to build personalized journeys based on registration status, ticket type, check-in behavior, and event-specific details.

2Key Benefits

Connecting Events to Workflows delivers powerful automation capabilities tailored to the event experience.

Automate Attendee Journeys — Trigger workflows based on event registrations and check-ins to deliver branded confirmations, reminders, and follow-ups without manual intervention.
Event-Relative Timing — Schedule workflow actions relative to the event date to send reminders days or hours before the event or trigger post-event campaigns automatically.
Personalized Experiences — Use event and ticket data in workflow conditions to create different journeys for VIP ticket holders, paid attendees, free registrants, or specific event types.
CRM and Pipeline Integration — Combine event activity with CRM workflows to route attendees into pipelines, assign opportunities, notify teams, and trigger sales follow-ups.
Full Lifecycle Coverage — Manage the complete attendee experience from registration through check-in to post-event nurturing using a single automation platform.

3Event-Based Workflow Triggers

GHL Customer Care Workflows can start automatically when specific event activity occurs, allowing you to respond to attendee behavior in real time.

Trigger 1
Event Registration

Starts a workflow when a contact registers for an event. Use this trigger to send branded confirmation messages, add tags, or begin pre-event engagement sequences.

Trigger 2
Event Checked In

Starts a workflow when an attendee checks in at the event. Use this trigger to send welcome messages, unlock exclusive content, or begin post-event follow-up campaigns.

Trigger Filters

Both triggers support filtering by event context to create targeted workflows:

  • Registration status
  • Specific event
  • Who the registration was booked by
  • Ticket type
  • Check-in details

Filters allow you to build different workflows for different events, ticket categories, registration states, or attendee behaviors without creating separate event setups.

Event-Based Workflow Triggers (image 1 of 7) What this shows Event Automation Events and Workflows Integration - Automate the Entire Event Journey Trigger workflows from event registrations and… What this shows Illustrates the "Event-Based Workflow Triggers" section of "Events and Workflows Integration". This screenshot appears in the "Event-Based Workflow Triggers" section of "Events and Workflows Integration". For context, this section explains: Event Automation Events and Workflows Integration - Automate the Entire Event Journey Trigger workflows from event registrations and check-ins, use event data in conditions, and time actions relative to the event date to automate every stage of the attendee lifecycle. What You'll Learn This…. This part of the guide covers 12 fields, listed below. Image 1 of 7
Fields in this part of the guide Registration statusSpecific eventWho the registration was booked byTicket typeEvent typeEvent nameEvent start and end datesTimezoneLocationTicket informationFilter by specific event name or typeFilter by ticket type (e.g., VIP, paid, free)
Buttons and menus referenced Automate Attendee JourneysEvent-Relative TimingPersonalized ExperiencesCRM and Pipeline IntegrationFull Lifecycle CoverageAutomationWorkflowsCreate WorkflowEvent RegistrationEvent Checked InWaitbefore
Example values
Event name
Priya Raman
Timezone
America/Chicago

Illustrative values showing the expected format. They are not read from the screenshot.

All 5 steps in this procedure
  1. Registration status
  2. Specific event
  3. Who the registration was booked by
  4. Ticket type
  5. Check-in details

4Using Event Data in Workflow Conditions

Event context is accessible within workflow conditions, allowing you to build dynamic branches based on event details and attendee behavior.

A single workflow can respond differently depending on which event triggered it, what ticket type was purchased, or when the event is scheduled to occur.

Available Event Data

Use the following event information when building workflow conditions:

  • Event type
  • Event name
  • Event start and end dates
  • Timezone
  • Location
  • Ticket information
  • Check-in information

For example, you can branch a workflow to send VIP attendees exclusive content, route paid ticket holders to a sales pipeline, or deliver different reminder cadences based on event timing.

Using Event Data in Workflow Conditions (image 2 of 7) What this shows Event Automation Events and Workflows Integration - Automate the Entire Event Journey Trigger workflows from event registrations and… What this shows Illustrates the "Using Event Data in Workflow Conditions" section of "Events and Workflows Integration". This screenshot appears in the "Using Event Data in Workflow Conditions" section of "Events and Workflows Integration". For context, this section explains: Event Automation Events and Workflows Integration - Automate the Entire Event Journey Trigger workflows from event registrations and check-ins, use event data in conditions, and time actions relative to the event date to automate every stage of the attendee lifecycle. What You'll Learn This…. This part of the guide covers 12 fields, listed below. Image 2 of 7
Fields in this part of the guide Registration statusSpecific eventWho the registration was booked byTicket typeEvent typeEvent nameEvent start and end datesTimezoneLocationTicket informationFilter by specific event name or typeFilter by ticket type (e.g., VIP, paid, free)
Buttons and menus referenced Automate Attendee JourneysEvent-Relative TimingPersonalized ExperiencesCRM and Pipeline IntegrationFull Lifecycle CoverageAutomationWorkflowsCreate WorkflowEvent RegistrationEvent Checked InWaitbefore
Example values
Event name
Priya Raman
Timezone
America/Chicago

Illustrative values showing the expected format. They are not read from the screenshot.

All 5 steps in this procedure
  1. Registration status
  2. Specific event
  3. Who the registration was booked by
  4. Ticket type
  5. Check-in details

5Wait Relative to the Event Date

The Wait action in workflows can reference the event date from the workflow trigger, allowing you to time workflow steps relative to when the event occurs.

This capability eliminates the need to manually calculate dates or create separate workflows for different event schedules.

Option 1
At the Event Date/Time

Continue the workflow exactly when the event is scheduled to start. Use this timing to send last-minute instructions or activate day-of communications.

Option 2
Before the Event

Wait until a specific amount of time before the event. For example, send a reminder 7 days, 3 days, or 2 hours before the event starts.

Option 3
After the Event

Wait until a specific amount of time after the event ends. Use this timing to send thank-you messages, surveys, recordings, or begin post-event nurture campaigns.

Example

A contact registers for an event on Monday. The event is scheduled for Friday. Set a Wait action for "3 days before the event" — the workflow automatically pauses until Tuesday (3 days before Friday) and then continues with the reminder sequence.

Pro Tip
Combine Triggers, Conditions, and Timing
Build sophisticated attendee journeys by layering event triggers with conditional branches and event-relative wait actions. A single workflow can respond dynamically to any event, ticket type, or attendee behavior.

6How to Set Up Event-Based Workflows

Follow these steps to create a workflow that responds to event activity in GHL Customer Care.

Step 1
Navigate to Workflows

Go to Automation in the main navigation menu, then select Workflows. 

Click Create Workflow. Choose a blank workflow or select a template if available.

How to Set Up Event-Based Workflows (image 3 of 7) What this shows Event Automation Events and Workflows Integration - Automate the Entire Event Journey Trigger workflows from event registrations and… What this shows Illustrates the "How to Set Up Event-Based Workflows" section of "Events and Workflows Integration". This screenshot appears in the "How to Set Up Event-Based Workflows" section of "Events and Workflows Integration". For context, this section explains: Event Automation Events and Workflows Integration - Automate the Entire Event Journey Trigger workflows from event registrations and check-ins, use event data in conditions, and time actions relative to the event date to automate every stage of the attendee lifecycle. What You'll Learn This…. This part of the guide covers 12 fields, listed below. Image 3 of 7
Fields in this part of the guide Registration statusSpecific eventWho the registration was booked byTicket typeEvent typeEvent nameEvent start and end datesTimezoneLocationTicket informationFilter by specific event name or typeFilter by ticket type (e.g., VIP, paid, free)
Buttons and menus referenced Automate Attendee JourneysEvent-Relative TimingPersonalized ExperiencesCRM and Pipeline IntegrationFull Lifecycle CoverageAutomationWorkflowsCreate WorkflowEvent RegistrationEvent Checked InWaitbefore
Example values
Event name
Priya Raman
Timezone
America/Chicago

Illustrative values showing the expected format. They are not read from the screenshot.

All 5 steps in this procedure
  1. Registration status
  2. Specific event
  3. Who the registration was booked by
  4. Ticket type
  5. Check-in details
Step 2
Select an Event Trigger

In the workflow builder, choose a trigger type:

  • Event Registration — Starts when someone registers for an event.
  • Event Checked In — Starts when an attendee checks in at the event.
    Step 2 of 2: Event Checked In — Starts when an attendee checks in at the event What this shows Step 2 of 2: Event Checked In — Starts when an attendee checks in at the event. What this shows Shows what this covers for step 2 of 2 in the "How to Set Up Event-Based Workflows" section of "Events and Workflows Integration". This screenshot accompanies step 2 of 2 in the "How to Set Up Event-Based Workflows" section of "Events and Workflows Integration". At this point in the walkthrough you event Checked In — Starts when an attendee checks in at the event. This part of the guide covers 12 fields, listed below. Step 2 of 2Image 4 of 7 What this coversEvent Checked In — Starts when an attendee checks in at the event.
    Fields in this part of the guide Registration statusSpecific eventWho the registration was booked byTicket typeEvent typeEvent nameEvent start and end datesTimezoneLocationTicket informationFilter by specific event name or typeFilter by ticket type (e.g., VIP, paid, free)
    Buttons and menus referenced Event Checked InAutomate Attendee JourneysEvent-Relative TimingPersonalized ExperiencesCRM and Pipeline IntegrationFull Lifecycle CoverageAutomationWorkflowsCreate WorkflowEvent RegistrationWaitbefore
    Example values
    Event name
    Priya Raman
    Timezone
    America/Chicago

    Illustrative values showing the expected format. They are not read from the screenshot.

    All 2 steps in this procedure
    1. Event Registration — Starts when someone registers for an event.
    2. Event Checked In — Starts when an attendee checks in at the event. this image
Step 3
Configure Trigger Filters (Optional)

Add filters to narrow when the workflow triggers:

  • Filter by specific event name or type
  • Filter by ticket type (e.g., VIP, paid, free)
  • Filter by registration status
  • Filter by who booked the registration
    Step 4 of 4: Filter by who booked the registration What this shows Step 4 of 4: Filter by who booked the registration What this shows Shows what this covers for step 4 of 4 in the "How to Set Up Event-Based Workflows" section of "Events and Workflows Integration". This screenshot accompanies step 4 of 4 in the "How to Set Up Event-Based Workflows" section of "Events and Workflows Integration". At this point in the walkthrough you filter by who booked the registration. For context, this section explains: Event Automation Events and Workflows Integration - Automate the Entire Event Journey Trigger workflows from event registrations and check-ins, use event data in conditions, and time actions relative to the event date to automate every stage of the attendee lifecycle. What You'll Learn This…. This part of the guide covers 12 fields, listed below. Step 4 of 4Image 5 of 7 What this coversFilter by who booked the registration
    Fields in this part of the guide Registration statusSpecific eventWho the registration was booked byTicket typeEvent typeEvent nameEvent start and end datesTimezoneLocationTicket informationFilter by specific event name or typeFilter by ticket type (e.g., VIP, paid, free)
    Buttons and menus referenced Automate Attendee JourneysEvent-Relative TimingPersonalized ExperiencesCRM and Pipeline IntegrationFull Lifecycle CoverageAutomationWorkflowsCreate WorkflowEvent RegistrationEvent Checked InWaitbefore
    Example values
    Event name
    Priya Raman
    Timezone
    America/Chicago

    Illustrative values showing the expected format. They are not read from the screenshot.

    All 4 steps in this procedure
    1. Filter by specific event name or type
    2. Filter by ticket type (e.g., VIP, paid, free)
    3. Filter by registration status
    4. Filter by who booked the registration this image
Step 4
Add Workflow Actions

Build your workflow by adding actions such as sending emails, SMS messages, updating contact fields, adding tags, creating opportunities, or assigning tasks.

Step 5
Use Event Data in Conditions

Add conditional branches using event data fields (event name, ticket type, location, timing) to create personalized paths within the workflow.

How to Set Up Event-Based Workflows (image 6 of 7) What this shows Event Automation Events and Workflows Integration - Automate the Entire Event Journey Trigger workflows from event registrations and… What this shows Illustrates the "How to Set Up Event-Based Workflows" section of "Events and Workflows Integration". This screenshot appears in the "How to Set Up Event-Based Workflows" section of "Events and Workflows Integration". For context, this section explains: Event Automation Events and Workflows Integration - Automate the Entire Event Journey Trigger workflows from event registrations and check-ins, use event data in conditions, and time actions relative to the event date to automate every stage of the attendee lifecycle. What You'll Learn This…. This part of the guide covers 12 fields, listed below. Image 6 of 7
Fields in this part of the guide Registration statusSpecific eventWho the registration was booked byTicket typeEvent typeEvent nameEvent start and end datesTimezoneLocationTicket informationFilter by specific event name or typeFilter by ticket type (e.g., VIP, paid, free)
Buttons and menus referenced Automate Attendee JourneysEvent-Relative TimingPersonalized ExperiencesCRM and Pipeline IntegrationFull Lifecycle CoverageAutomationWorkflowsCreate WorkflowEvent RegistrationEvent Checked InWaitbefore
Example values
Event name
Priya Raman
Timezone
America/Chicago

Illustrative values showing the expected format. They are not read from the screenshot.

All 5 steps in this procedure
  1. Registration status
  2. Specific event
  3. Who the registration was booked by
  4. Ticket type
  5. Check-in details
Step 6
Configure Event-Relative Wait Actions

Add a Wait action and select event-relative timing:

  • Wait until [X days/hours] before the event
  • Wait until the event date/time
  • Wait until [X days/hours] after the event
    Step 3 of 3: Wait until [X days/hours] after the event What this shows Step 3 of 3: Wait until [X days/hours] after the event What this shows Shows what this covers for step 3 of 3 in the "How to Set Up Event-Based Workflows" section of "Events and Workflows Integration". This screenshot accompanies step 3 of 3 in the "How to Set Up Event-Based Workflows" section of "Events and Workflows Integration". At this point in the walkthrough you wait until [X days/hours] after the event. This part of the guide covers 12 fields, listed below. Step 3 of 3Image 7 of 7 What this coversWait until [X days/hours] after the event
    Fields in this part of the guide Registration statusSpecific eventWho the registration was booked byTicket typeEvent typeEvent nameEvent start and end datesTimezoneLocationTicket informationFilter by specific event name or typeFilter by ticket type (e.g., VIP, paid, free)
    Buttons and menus referenced afterAutomate Attendee JourneysEvent-Relative TimingPersonalized ExperiencesCRM and Pipeline IntegrationFull Lifecycle CoverageAutomationWorkflowsCreate WorkflowEvent RegistrationEvent Checked InWait
    Example values
    Event name
    Priya Raman
    Timezone
    America/Chicago

    Illustrative values showing the expected format. They are not read from the screenshot.

    All 3 steps in this procedure
    1. Wait until [X days/hours] before the event
    2. Wait until the event date/time
    3. Wait until [X days/hours] after the event this image
Step 7
Test and Activate the Workflow

Use the workflow test mode or create a test event registration to verify the workflow triggers correctly and executes actions as expected. 

Once testing is complete, click Publish to enable the workflow for all future event registrations or check-ins.

Common Event Automation Use Cases

Events and Workflows Integration unlocks powerful automation scenarios across the entire attendee lifecycle.

Use Case 1
Branded Registration Confirmations

Send custom-branded email or SMS templates immediately after someone registers. Include personalized event details, calendar links, or special instructions using your own messaging style.

Use Case 2
Pre-Event Reminder Sequences

Build multi-step reminder campaigns that send messages 7 days before the event, 3 days before, and a few hours before. Use event-relative timing to automate the entire sequence regardless of when someone registers.

Use Case 3
Ticket-Specific Journeys

Deliver different experiences based on ticket type. Send VIP ticket holders exclusive content, route paid attendees into a sales pipeline, or offer free registrants an upgrade opportunity before the event.

Use Case 4
Check-In Automations

Trigger workflows when an attendee checks in at the event. Send welcome messages, unlock gated content, notify internal teams, or begin real-time engagement campaigns.

Use Case 5
Post-Event Nurturing

Automatically send thank-you messages, feedback surveys, event recordings, or follow-up offers after the event ends. Use event-relative timing to start post-event campaigns without manual intervention.

Use Case 6
Sales and CRM Journeys

Route event attendees into sales pipelines, assign opportunities, notify team members, add tags, or trigger any other workflow action based on event activity. Connect event engagement directly to CRM processes.

8Frequently Asked Questions

Q: Do I need to create separate workflows for each event?
No. You can build a single workflow that responds to all events and use trigger filters or conditional branches to customize behavior based on event name, ticket type, or other event context. This approach reduces workflow duplication and simplifies management.
Q: Can I use event data in email templates?
Yes. Event data such as event name, date, location, and ticket details are available as custom values within workflow actions including email and SMS templates. Use these values to personalize messaging with event-specific information.
Q: What happens if someone registers for an event that already occurred?
Workflows with event-relative wait actions handle past events intelligently. If the event date has already passed, wait actions set to occur before the event will not trigger, and actions set to occur after the event will execute immediately.
Q: Can I send different reminders based on ticket type?
Yes. Use the ticket information available in workflow conditions to branch the workflow based on ticket type. For example, send VIP attendees exclusive content or reminders, while free ticket holders receive standard communications.
Q: Do event-based workflows work with recurring events?
Yes. Each occurrence of a recurring event is treated as a separate event instance. Workflows trigger independently for each registration or check-in, and event-relative timing is calculated based on the specific event date the contact registered for.
Q: Can I combine event triggers with other workflow triggers?
A single workflow uses one trigger type, but you can build multiple workflows with different triggers and connect them using workflow actions or CRM activities. For example, one workflow handles event registrations while another workflow handles form submissions, both working together to manage the attendee journey.
Q: How do I stop a workflow if an attendee cancels their registration?
Use workflow exit conditions or goal-based workflow completion tied to registration status changes. When a contact's registration status changes to canceled, the workflow can automatically remove them from the attendee journey.
Q: Are there limits on how many event-based workflows I can create?
Event-based workflows follow the same limits as other workflow types in your GHL Customer Care account. Check your plan's workflow limits in the settings or contact GHL Customer Care support for details on your specific account tier.

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